Dean's Time Line - Summer (Seabeck)
Back to Dean's Job Description

At Previous Year's Camp:

1. If you know more than one year in advance that you will be a Dean at a future camp, it is important that you register for the same camp the previous year. This will give you an opportunity to sit in on some staff meetings and talk with the current Dean.
2. Try to line up some key staff. Remember that staff should be diverse in terms of geography, gender, age, etc. - but competence and enthusiasm are important
3. Register for the camp at which you will be Dean.

September-December:

WORKING WITH THE BOARD REP AND THE REGISTRAR
You will find that the Board Rep and the Registrar will be your “best friends” in providing information and answering questions. The Registrar will keep you up-to-date on registered campers and other pertinent information.

During this time period you should receive from the Board Representative:

1. Dean’s Manual for your camp
2. On October 15 a list of registered campers from Registrar

It is your responsibility to keep the Registrar informed of staff appointments on a regular and timely basis. S/he will send contracts and Code of Ethics to each staff person. S/he will keep you informed on the status of each staff person: has s/he registered for camp, paid his/her deposit and camp fees, if required, signed a contract and Code of Ethics, and provided a Criminal Background Check, when required

Evaluation Of Last Camp:

A complete evaluation of the last camp should be e-mailed to you by the Board’s Recording Secretary. Read it and make note things that are of interest to you.

Theme Speaker:

1. As soon as possible, contact the Theme Speaker(s) to ensure the delivery of a program that supports the Mission Statement and traditions of Eliot. Update the Speaker on any plans that will affect him/him and invite him/her to participate at camp to the extent he/she is willing.
2. Discuss with the Speaker the morning program, discussion groups, meetings in the afternoons with the Small Group Facilitators and questions or suggestions he/she may want to provide for the group discussions.
3. Ask if there are any books or materials he/she/they would like the camp bookstore to have available.
4. Act as a liaison between the Board and Theme Speaker, when necessary. [The Board is responsible for contracting with the Speaker and arranging travel.]
5. Work with the Church Bookstore Manager to ensure ordering of speaker’s books, if any.

Video-Taping Theme Speaker(s):

Sometimes Children’s and Youth staff would like the opportunity to view the speaker’s presentation. Therefore it is wise to get permission from the speaker in advance to do this and then have the Volunteer Coordinator find someone who would be willing to do the video-taping in the event it is requested.

CampTheme:

1. Give your camp a theme - either the Adult Theme Speaker’s theme or a Dean’s theme complementary to it. Integrate the camp theme into the flavor of the camp newsletter and into volunteer events, for example by giving them names which reflect the theme - be it nature, drama, community, peace, or whatever.
2. Decide if there will be any “special” celebrations. August usually has a “peace” boat worship service during the week.

Selecting Camp Staff:

1. Before beginning to select your staff, become familiar with the job descriptions for each position. This will make it easier to find people qualified for the job.
2. As soon as possible select your Volunteer and Operations Coordinator. This person is the Dean’s “right hand” and can take on many tasks to make your job more manageable.
3. Currently, the Board reviews all jobs and compensation (camp credits) at its January Board meeting. You will want to have this information when you contact people to be on staff. If you “hire” someone before this information is available, you need to tell the person there may be changes from what was offered as compensation in the past.
4. You are responsible for selecting (except where noted) and supervising camp staff
5. Review “Guidelines for Selecting Staff”

Camp Staff For Summers At Seabeck:

1. Youth Advisor
2. Children’s Program Coordinator
3. Young Adult Program Coordinator (when a sufficient number of young adults are registered)
4. Volunteer and Operations Coordinator
5. Worship Coordinator
6. Music Coordinator
7. Waterfront Director
8. Lifeguard
9. Boat Dock Coordinator (selected by Waterfront Director)
10. Newsletter Editor
11. Bookstore Coordinator (Appointment coordinated with the church selected by the board to operate the Bookstore. The person selected should be approved by the church.)
12. First Aid Volunteers (selection can be assigned to Volunteer and Operations Coordinator)
13. Small Group Moderator
14. Small Group Facilitators (selection is assigned to Small Group Moderator)
15. Other staff. Examples:
16. Audio-visual Coordinator to handle arrangements for equipment and transporting equipment from place to place.
17. Afternoon Art Coordinator

What To Communicate To Staff:

1. Make sure each staff member understands his/her job description.

2. Ensure that each staff person has registered for camp and paid his/her deposit and camp fees, if required. (Note: Currently the Board decides at its January meeting the compensation for camp staff positions and the budget for each camp.)

3. Each staff person must sign a contract and Code of Ethics Statement, before camp. This will be sent by the Registrar.

4. All staff working with children or youth under 18 years of age must submit to a police check, before camp. 

5. If a camp staff person will be crossing the US/Canada border they need to be clear that they are going to camp. [Note: Canadians cannot “volunteer” for positions in the U.S. that would take work away from an American. This is also true for Americans going to Canada. To be safe, don’t “volunteer” information unless asked.]

6. Let the Newsletter Editor know that, as Dean, in case of editorial conflict, you hold final authority over the content and distribution of the Camp Newsletter. Make sure the Newsletter Editor is aware of this policy. Ask the Newsletter to prepare the first day newsletter in advance and send you a copy for your perusal. It should include events planned for the evening and next day plus a preview of events scheduled for each evening of the coming week.

7. The Small Group Moderator should seek help from the Volunteer Coordinator in finding volunteers to be facilitators. You will also have a list of people who volunteer at last year’s camp.. These people meet with the Theme Speaker on the first day and then each afternoon of camp. They bring to these meetings feedback from their small group. Whenever possible, facilitators should be experienced campers.

Deadline: It is desired that all staff positions be filled prior to March 15 for Summer camps. After these dates the Registrar cannot guarantee housing for family members of staff. However, if you are unable to fill a position by the deadline, the Registrar will reserve space for people filling those positions.

Report To Board: As Dean, you will be expected to make a report to the Board within four months after camp. With this in mind, begin now to make notes of things that you want to include in your report that will be helpful to the Board and to future Deans.

January-April: Staff the camp

March:

Most staffing should be completed by March 15. However, if you are unable to fill a position by the deadline, the Registrar will reserve space for people filling those positions.

For each staff person:
1. Has s/he reviewed their job description?
2. Had s/he registered for camp?
3. Has s/he received, signed and returned a contract and Code of Ethics?
4. If s/he is working with children or youth, has s/he provided/passed a background/police check?
5. Has this information been received by/from the Registrar?

Scheduling:
1. Work with the Volunteer and Operations Coordinator to schedule in advance the major evening and afternoon events for the week, establishing times, locations, etc.
2. Ensure that these decisions are given to the Newsletter Editor for inclusion in the newsletter.
3. If you want schedule included in the roster, let Registrar know.

Mail-Back Form:

Ensure that Volunteer and Operations Coordinator is working with the Registrar to prepare form to go to campers. (Copy can be obtained from Registrar) The Registrar will most likely want to send this with camp invoices, so check date with him/her.

Camp Budget:
1. A budget for camp will be established at the January meeting of the Board. You should receive a copy from the Treasurer. It is your responsibility to ensure that all conference expenditures are within budget. Supplies can be reimbursed if a person submits a request to the Dean. You need to let volunteers know that all reimbursements need to go through you.
2. You are responsible for signing reimbursement requests and submitting them to the Treasurer within 30 days of the Conference (except phone bills with be allowed 45 days).
3. Review budget and inventory with staff. You can obtain a copy of current inventory - supplies on hand at Seabeck - from the Registrar.

May:

4. On May 1, the Registrar releases spaces held for staff, and fills camp from waiting list. If any staff are missing, talk to him/her.
5. Send copies of previous (2) year’s newsletters to Newsletter Editor.
6. Contact all staff - by phone, and send a letter or email
7. Outline the Dean’s theme and any special activities for the camp
8. Solicit requests for the Dean’s Letter - do they want campers to bring anything special (e.g. art or worship materials, music) or do any preparation before camp.
9. Contact Seabeck Conference Center and inform them that you are the Dean for the camp.

Prepare Dean's Letter To Campers:

One month before camp the Registrar sends a “pre-camp newsletter” to campers telling them the standard information of what to bring, how to get to camp, etc. Space is available for the Dean to input special information regarding your camp. In coordination with the Registrar and Volunteer and Operations Coordinator prepare your section. [The Registrar needs your material three weeks in advance of the mailing date to have time to edit, format and print the newsletter.]

If there is going to be an Art Show, the letter needs to state that items can be sold with 10% of sale going to Eliot. All sales of goods and services, other than those at Art Show, must be approved in advance by the Dean.

If there is going to be an Art Show, the letter needs to state that items cannot be sold on the Seabeck grounds.

Letters To Children And Youth:

1. On May 1, Have Children’s Program Director and Youth Advisor provide you with an outline of their program for review.
2. On May 1, Have Children’s Program Director and Youth Advisor prepare letters of welcome to children/youth in their program and their parents. Names and address labels (if wanted) will be provided by the Registrar. These letters should give an overview of the program planned and note if donations of money or snacks are wanted for sleepover or other occasions. Inform staff to keep track of expenses so they can reimbursed.
3. May 15: Send Welcome Letters to children and youth.
4. If practical, have a staff meeting before camp. Send notes to those unable to attend.
5. Dean and Volunteer and Operations Coordinator purchase supplies for afternoon and evening programs. Check inventory lists, and prepare to update first aid kits, and supplies for festivities.

June:

1. Ask the Registrar to see a draft of the informational pages of the Camp Roster.
2. Check the list of conference staff and the information in the Roster.
3. Ask for a list of new campers from the Registrar. With the Volunteer Coordinator plan ways to easily integrated newcomers into the camp. If possible let newcomers know of planned events just for them, i.e. Newcomers Orientation, etc.
4. Schedule a meeting with staff at camp prior to camp registration. This is usually 2 p.m. for summer camps. Make sure staff and Conference Center are aware of the meeting time and place. Write agenda and photocopy.
5. On June 15 (or per contract), send a schedule of the group’s sessions and break times as well as meeting room set-up information to Seabeck Conference Center so appropriate staffing can be provided. (For spontaneous workshops request equipment and chairs to be in designated rooms, to be set up by our own volunteers.) (Registrarr will send room assignments and meal requests.) Keep a written record of any correspondence and agreement reached with Seabeck.

Planning:

1. Plan All-Camp Orientation - write agenda, plan songs with Music Director, and any fun stuff (hats, costumes, skit?) in staff introduction.
2. Make any photocopies you know you need, and take them to camp with you.
3. If there are a large number of young adult registered for camp, arrange for an orientation for Young Adults and provisions for a Young Adult discussion group.

At Camp:

1. Serves as liaison between the Eliot Institute and the Seabeck Conference Center.
2. Maintain a high visibility and accessibility to campers and staff alike.
3. Be in daily contact with the Eliot Board President of her/his representative at camp.

First Day Of Camp:

Staff Meeting:

1. Upon arrival, meet with Seabeck staff to go over check-in procedure. Meet with the conference staff no later than 2 P.M.. Establish a time for regular staff meetings each day of the session thereafter [as a rule this has been 1 p.m. for Summer camps]. The Board President or designee is to be included in these meetings.
2. Remind Children and Youth staff that fund-raising for their program events needs to be approved by you.

Other:

1. Make sure a basket for donations, food, etc. has been set out for campers who wish to contribute.
2. Video Selection Policy: The Board recommends to Eliot Deans that discretion be used in selecting video tapes, movies, rock videos, etc. for viewing by campers. For recreation and entertainment purposes we suggest shows not be violent or pornographic; for program purposes, investigation and discussion of “popular” show/videos might be beneficial from a Unitarian point of view, with qualified leaders. These statements are for guidance only.

Camp Orientation Meeting:

1. Convene and chair the orientation meeting for all campers on the first evening, outlining conference rules and expectations. (Include clarification of Board policy re: sales and solicitation of business during the conference.)
2. Other possible items to discuss: Community creation (nametags to be worn except when sleeping); inclusiveness, the book Store; Alcohol presence around kids.
3. Solicit qualified first-aid volunteers, if not done in advance, to be available for voluntary assistance. Names and housing locations of volunteers should be posted at the first aid box.
4. Ensure that a calendar of events and special bulletins are prominently displayed.
5. Let campers know that Eliot By-Laws and other information are available in the Registrar’s notebook on display in the office.

Newcomer Orientation Or Event:

1. Hold new camper orientation or event on arrival day and follow up as needed

During Camp:

1. Meet with the conference staff daily to discuss schedule, concerns, etc. The Board Chair or designee is to be included in these meetings.
2. Work with the Volunteer and Operations Coordinator as needed in scheduling events, locations,
3. Review newsletter before it is printed
4. Serve as mediator in cases in dispute, consulting with the Eliot Board for clarification and support.
5. Ensure that campers are reminded to fill out their evaluation forms. If they were not included in registration packet, hand out at Friday lunch. The Registrar will collect the evaluations and give/send to the Recording Secretary for tabulation.

Last Day:

1. Collect Reimbursement request forms from Staff. Sign and give/mail to Treasurer.
2. Publicly thank host camp staff and management at breakfast or lunch.
3. Ensure that Children’s Program Director, Youth Advisor, Volunteer and Operations Coordinator, Worship Coordinator, Music Coordinator and others involved complete an ending inventory (including banners) before appropriately storing all supplies. This report should be submitted to the Dean who will give a copy to the Registrar before leaving camp.
4. As a courtesy, upon departure, check out with the Seabeck management.
5. Give your manual to the next Dean

After Camp:

1. Dean's Report
Within four months of camp, prepare a written report and evaluation of the Conference. It is preferred that the report be e-mailed to the Registrar and Recording Secretary who will then see it gets to the Board and future Deans. The report should include names of recommended staff and recommended discussion leaders. [Note: If Dean’s Reports are not received within four (4) months after the camp, the stipend will be forfeited.]
These are things you might like to include in your Dean's report:

2. Return Manual: Give the Dean's Manual to the Registrar (if next Dean was not at camp) so s/he can pass in on to the next Dean.

3. Staff Reports: As a rule, the only person required to make a report at the end of camp is the Dean. However, reports are often prepared by Program Staff and others. Inform your staff that a brief report, after camp, would be helpful. It could contain high points of the week and suggestions for next camp. In doing so ask that they not put in their reports negative comments that disparage individual staff members or volunteers by name, but by title only. Such comments, when received, shall be marked confidential, with hard copies only forwarded to Board members. Reports approved by the Board will be distributed to interested others at the Board’s discretion.

These reports, whenever possible, should be e-mailed to you or directly to the Registrar and Recording Secretary.

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